Common Mistake: Adding Fluff Into Your Estimate

Many restoration pros struggle with estimating. One of the mistakes they make (and maybe you’ve done this as well) is padding their estimates with extra stuff, or what we call “fluff”.

And we get it, adding fluff into your estimate is tempting: throwing in extra line items, bumping up labor hours, or marking up materials more than usual. But, adjusters aren’t new to these tricks, and they can spot fluff from a mile away. And when they do, they don’t just remove that one thing. They may put your whole estimate under a microscope, and now everything gets questioned, even the legit stuff. 

And once you get flagged as “that company”, it will be much harder getting the rest of the estimate approved.. 

If you want to get paid well and get paid on time for the work you do, keep reading. We will talk about common mistakes in restoration estimates and ways to avoid them.

The Biggest Estimate Mistakes We See

1. Adding “Throwaway” Line Items

There are some contractors that toss in extra charges figuring, “Well, they’ll cut something anyway, so this gives me room to negotiate.” But adjusters have seen this trick a thousand times.

When they spot obvious fluff, they’ll go line-by-line with a red pen and now you’re explaining and defending everything, even the work you actually did. A simple job approval drags on for weeks, and your crew is waiting to get paid. Not good.

When every line has a real purpose, adjusters have nothing to pick apart.

2. Bumping Up Material and Labor Numbers

Some restoration pros are tempted to add unjustified hours “just in case.” 

Water jobs are unpredictable, and nobody wants to eat costs when a job runs long. But here’s the problem. Adjusters compare your numbers to what similar jobs usually cost. When your numbers look fishy, they don’t just trim the extra—they start cutting everything, even stuff you really need.

The correct way is to take good photos and measurements as proof. Use the correct number of air movers and  dehumidifiers on the project. Then invoice according to what you did. If necessary, write the formulas out to prove you are within the standard.

If you hit unexpected problems, handle them by speaking with the customer and adjuster before invoicing, not by adding fluff into your estimate.

3. Writing Vague Descriptions

A line item like “Misc. Containment – $750” is asking for trouble. It immediately raises questions:

• What containment?
• Why did you need it?
• Where’s your proof?

Now look at this line instead:
“Additional containment barrier required to build a decon chamber. There is no access to egress in the basement. Decon chamber will be used to decontaminate PPE and bagged debris to prevent cross-contamination (OSHA 1910.20). Photos attached showing the completed decon chamber.”

See the difference?

How to Write Estimates That Get Approved Fast

1. Document Everything

Insurance companies don’t just want a total bill—they want proof of why it costs what it costs.

Take before and after photos. Record moisture readings. Keep detailed drying logs. Write down exactly what you found and what you did about it. The more proof you have, the harder it is for an adjuster to say no.

2. Make Sure Your Team Does Estimates the Same Way You Do

If different estimators approach estimates differently, you’re asking for trouble. Although deviations may happen, standardize your process and how your estimates look by using categories and macros. If you follow a standard process, then:

• All your jobs look consistent
• Your pricing makes sense from one job to the next
• You spend less time fixing rejected estimates

3. Stand Up For Your Work (But Have Proof)

It happens to the best of us, but if an adjuster questions your estimate, don’t just cave in. 

If they ask you why you removed baseboards, show them the moisture readings that prove water went behind them. And if they say your drying time was too long, pull out your daily moisture logs. Use the s500 to explain why the equipment should stay in place until you reach the dry standard.

In this industry, confidence matters! So if you’ve done the job right and documented it well, then don’t let anyone push you around by claiming you’re adding fluff into your estimate when you’re not.

Learn To Estimate and Negotiate Like a Pro

At Reets Drying Academy, we show restoration pros how to create estimates that sail through approval. As the #1 restoration training academy in the world, we specialize in equipping professionals like you with the skills and knowledge you need to excel in this demanding industry.

That’s why we created Estimating and Negotiating Course that covers:

• How to use Xactimate to your advantage
• Writing estimates adjusters approve the first time
• Handling pushback without losing money
• Getting paid faster with less hassle

Learn from industry experts and take your business to the next level. 

📅 Sign up for Estimating & Negotiating Livestream Training!